Chico State Enterprises · 1 month ago
Administrative & Program Assistant
Chico, CA
Full-time
Onsite
Entry, Mid Level
$24/hr - $27/hr
2+ years expChico State Enterprises is a nonprofit organization serving as an auxiliary organization of California State University, Chico. They are seeking an Administrative & Program Assistant to manage fiscal administration of federal funds and perform a variety of administrative, budget-related, and event-planning tasks while serving as a liaison for the program.
Higher Education
No H1B
U.S. Citizen Only
Responsibilities
Plan and organize administrative and clerical work requiring knowledge of ETS goals and objectives, federal and campus policies, procedures and precedents
Assist the director with managing, reconciling, balancing, and tracking budgets to ensure timely expenditure of funds
Perform fiscal operations, including recording payroll, accounts payable and receivable and, purchase orders
Prepare and analyze quarterly and annual fiscal reports for the director
Maintain confidential files and information
Oversee the accuracy and maintenance of the program student database
Support the student application process, including screening application for completeness and requesting additional documentation as needed
Support the director in collecting data for U.S. Department of Education Annual Report
Coordinate clerical support for professional staff
Process timesheets and procurement card statements
Proofread for proper format, accuracy, completeness, and routing of all copies
Receive and screen mail
Arrange meetings, workshops, and conferences
Attend staff meetings, take minutes, and follow up on action items
Prepare correspondence and other documents from rough draft to final form utilizing MS Office, Google Suites, Canva, and the BLUMEN database
Review hiring timelines for staff and job announcements
Schedule interviews, coordinate the fingerprinting process, and obtain driving forms
Schedule defensive driver training classes
Initiate forms for personnel transactions
Provide ETS orientation to new and continuing staff
Establish and maintain email correspondence, computer accounts, and campus directory information
Serve as a lead for travel advances, processing travel requests and clearing travel
Requisition materials and supplies
Hire, train, and supervise student assistants
Coordinate with the webmaster to ensure accurate and timely updates of ETS website
Provide support to ETS alumni who visit the ETS office
Occasional evening, early morning, and weekend work required
Perform other related duties as needed to meet ETS program objectives
Qualification
Required
Bachelor's degree in a related field
Two years of progressively responsible administrative work experience demonstrating the ability to perform the required duties, including lead or supervisory responsibilities, and a working knowledge of budget policies and procedures, as well as the ability to perform standard business math
Strong attention to detail
Thorough knowledge of general office policies and procedures
Strong verbal and written communication skills, including thorough knowledge of English grammar, punctuation, and spelling
Ability to plan for and manage multiple projects/tasks and adhere to deadlines; set work priorities amid frequent interruptions
Ability to independently apply a wide variety of policies and procedures where specific guidelines may not exist
Ability to draft and compose correspondence and standard-to-complex reports
Ability to handle a broad range of interpersonal contacts and effectively supervise student staff
Ability to schedule workshops and meetings
Excellent judgment, initiative, and independence regarding office protocol and in performing all duties
Ability to form and maintain cooperative working relationships with a diverse population and function cooperatively and productively as a member of a unit
Thorough knowledge of Microsoft Office programs, particularly Excel
Working knowledge of basic desktop publishing or the BLUMEN database is preferred
Previous experience working in a Federal TRIO Program or similar initiatives is preferred
Must be highly motivated, flexible and able to multitask
Candidate must be a California resident
Candidate must be in possession of valid driver's license and automobile liability insurance
Satisfactory completion of a background check (including a criminal records check) is required for employment
Preferred
Bilingual proficiency (oral and written) in Spanish, Hmong or Punjabi is highly desirable
Understanding of diverse academic and economic backgrounds of staff and students
Knowledge of CSU, Chico service area
Benefits
Employer paid life insurance ($50,000)
Long-term disability
Options for health, dental, and vision insurance
FSA
Paid holidays including 1 personal holiday
Vacation accrual (initially 10 days/year)
Sick leave (up to 12 days/year)
Employer contributions to a 403(b) retirement plan (up to 8%)
Company
Chico State Enterprises
The CSU, Chico Research Foundation was renamed Chico State Enterprises (CSE) in June of 2019.
1001-5000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase